The time to check the safety of your parachute is before you jump. Better yet, before you get in the airplane.
My brother-in-law tells about training young Navy pilots in the early days of World War II when open cockpit biplanes were used. Once in a while a student would forget to fasten his seat belt, and when the plane flew upside down the student fell out. That’s not a good time to check your parachute.
Yet this is often our approach to the safety and security of church assets. Money, physical assets, and the safety of those entrusted to the care of the church require planning and an intentional program for their safekeeping. A good church management system should include these features.
My first employer said that the company has an obligation to help its employees stay honest. It isn’t enough to expect honesty – procedures should be in place to help employees resist temptation. Many pastors have sadly experienced trusted staff who allowed circumstances to corrupt them.
The church has a large investment in physical property. Furniture, computers, data, sound and audio equipment, HVAC machinery and supplies can total big bucks. Yet the church that inventories, tracks and values these assets is uncommon.
The most important stewardship responsibility of the church is the safety and welfare of staff and members – especially children. We’ve read too many tragic stories of abuse and negligence involving churches. Jesus said, “Whoever causes one of these little ones who believe in Me to stumble, it would be better for him to have a heavy millstone hung around his neck, and to be drowned in the depth of the sea.” – Matthew 18:6
The good news is there are inexpensive and common-sense ways to provide security in each of these areas.
Financial Security:
A basic requirement is a church accounting system that provides secure audit capabilities that cannot be circumvented. The person(s) doing accounting should have adequate knowledge of bookkeeping and be trained in the system in use. A background check should be made to determine their trustworthiness.
Procedures should be in place that determine policies for the receiving and data entry of revenues, payments, payroll, and bank reconciliation. See a list of suggestions for accounting procedures, in our Accounting Procedures PDF.
A part of security is safeguarding the data with which the church functions. Membership, attendance, activities, and accounting data records are vital. It is critical to backup this data daily, and store the backups securely.
Physical Property:
When a loss occurs from natural disaster or other insured causes, insurance companies want to see proof of the damage and value of the loss. The best method to provide this is by an inventory prepared previous to the casualty. There are inventory programs available for purchase, and your church management system may include a church inventory program written specifically for this purpose.
Your inventory should include a description of the property, date and cost of the purchase (or gift), date of last inventory, and if machinery the condition and maintenance.
Playgrounds, parking, sidewalks and stairs, access doors, floors and elevators all require inspection and maintenance to avoid hazards. Adequate liability and casualty insurance are a must.
Security for People:
There are Federal, State, and local laws that specify minimum building and property safety regulations. There are requirements about maximum facility capacity, restroom facilities, fire safety, and access to facilities by the physically handicapped. Kitchen and food services must meet sanitation requirements. Training for food handling personnel is often available at no cost.
Clergy and staff should be aware of their vulnerability to charges of harassment and sexual abuses. Written policies should be in place and signed by staff. Staff and volunteers should be vetted for prior conduct and backgrounds. Relatively inexpensive background checks can be made, and there are laws that control how this can be done. Many churches now require glass in office doors for the protection of clergy and staff.
The church has a unique responsibility for children in its care. From the time children arrive on the premises until taken home by parents or guardians, the church is responsible. Check-in systems should be in used that track when children arrive, where they are located, who and how many staff or teachers are in charge. The system should alert staff to special health or physical conditions of each child. Controls should be used that assure that each child is picked up by the proper and approved parents or guardians.
“Now their duties involved the ark, the table, the lampstand, the altars, and the utensils of the sanctuary with which they minister, and the screen, and all the service concerning them.” -Numbers 3:31. This language does not reflect our modern terminology, but it does speak to the stewardship responsibilities of the church.
“As each one has received a special gift, employ it in serving one another as good stewards of the manifold grace of God.” – 1 Peter 4:10